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Seamlessly sync all invoices and payments from Spacebring to Xero to automate revenue accounting and payment reconciliation.
Xero is a distinct company not affiliated with us. For any inquiries regarding Xero’s solutions, services, or pricing, please reach out to Xero directly. We do not have the authority to provide information or support on behalf of Xero.

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Prerequisites

  1. Have your Xero account ready.
  2. Set up the same tax rates in Xero and Spacebring.
  3. Make sure your Spacebring invoice currency matches your Xero account currency.
  4. Set up your “Revenue” accounts in Xero for syncing invoice items from Spacebring.
  5. Set up a clearing account in Xero for syncing invoice payments from Spacebring. Fill in the Code field for it and check the Enable payments to this account box.

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Connect Xero integration

  1. Click the menu (…) next to the location’s name > go to Integrations.
Location menu open in the left panel with Integrations highlighted on Spacebring's coworking space management platform
  1. Open the Xero integration page and click Connect.
  1. Grant access to your Xero organization.
  2. Select the same organization in the Organization dropdown.
  3. Tax rates for invoice item sync — select the same Xero tax rates as the ones you use in Spacebring. During sync, each invoice item’s tax rate from Spacebring must match one of the Xero tax rates selected here.
If an item’s tax rate doesn’t match any selected Xero tax rate, the invoice will fail to sync.
  1. Account for invoice payment sync — select your Xero account where Spacebring should sync invoice payments.
Only accounts with ‘Enable payments to this account’ checked in Xero are available to select.
  1. Accounts for invoice item sync — for each product type, select your Xero account where Spacebring should sync invoice items for this product.
Only ‘Revenue’ accounts are available to select.
It is required to select accounts for all invoice item types, even if you don’t have some of these product types. Otherwise, invoice syncing to Xero will not work.
  1. Tracking categories for invoice sync — select one option per Xero tracking category to add to every synced invoice item and credit note line.
    • The section shows when your Xero organization has active tracking categories.
Xero integration settings with an organization, a tax rate, a payment account, an account for every invoice item type, and tracking options on Spacebring's coworking space management platform

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How Xero integration works

Once the integration is connected, Spacebring syncs the following to Xero in real time:
  • Newly issued invoices
  • Invoice status updates
  • Invoice payments
  • Credit notes for unpaid invoices.
Applied balance, partial payments, credit notes for paid invoices, and refunds do not sync to Xero.
Spacebring syncs invoices for all purchase types, including subscriptions, bookings, shop orders, event tickets, and other one-time payments starting December 9, 2025. Before this date, immediate one-time payments (bookings, shop orders, event tickets, etc.) generated receipts only, which were not synced to Xero.
To sync an invoice issued before you connected Xero, or one that failed to sync, open it and click Sync to Xero in the (…) menu. To sync several, select their checkboxes on the Billing > Invoices page, then press Actions > Sync to Xero. The sync covers the invoice, its payments, and its credit notes, and skips what Xero already has. Xero rejects an invoice dated before its lock date, and the failure shows in the invoice’s activities.

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How invoices sync

The integration maps Spacebring invoice data to Xero as follows:

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How invoice statuses sync

The integration syncs the following invoice statuses to Xero:
Integrations Accounting Xero Invoice Statuses Sync

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How invoice payments sync

When payments sync to your Xero clearing account, the following data is transferred: Invoice payment in Spacebring:
Invoice payment in Xero:

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Disconnect the Xero integration

  1. Press the menu (…) next to the location’s name > go to the Integrations page.
  2. Select Xero > press Disconnect and confirm your choice.

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Troubleshoot Xero sync errors

When an invoice or its payment fails to sync, administrators get a notification that ends with the error in quotes, such as Failed to sync an invoice INV-0042 from Central Hub due to an error “Xero tax rate not found.” Spacebring doesn’t retry it on its own, so once you fix the cause, open the invoice and click Sync to Xero.
What it means: No Xero organization is selected on the Integrations > Xero page. Spacebring also clears the selection when Xero no longer gives access to the organization.How to fix it:
  1. Go to Integrations > Xero.
  2. Select your organization in the Organization dropdown.
  3. If it isn’t listed, disconnect Xero and connect it again, granting access to that organization.
What it means: An account field on the Integrations > Xero page is empty, or the account selected in it was deleted or archived in Xero. Spacebring clears an account that is no longer valid.How to fix it:
  1. Go to Integrations > Xero.
  2. Select an account in every empty field:
    • If the notification says Failed to sync an invoice, check Accounts for invoice item sync.
    • If it says Failed to sync payment for the invoice, check Account for invoice payment sync and Processing fee.
  3. If the payment account you need isn’t listed, check Enable payments to this account for it in Xero.
What it means: An invoice item’s tax rate matches none of the Xero tax rates selected in Tax rates for invoice item sync.How to fix it:
  1. In Xero, check that a tax rate with the same rate exists, and add it if it doesn’t.
  2. In Spacebring, go to Integrations > Xero and select that tax rate in Tax rates for invoice item sync.
What it means: The invoice’s currency isn’t added to your Xero organization.How to fix it: Add the currency in the Xero currency settings.

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FAQs

The connection stays incomplete — and nothing syncs — until every setting below is in place. Check them in this order.In Spacebring, on the Integrations > Xero page:
  • Organization — select the same Xero organization you granted access to. Nothing syncs without it, and the tax rate and account sections only appear once it’s selected.
  • Tax rates for invoice item sync — select the Xero tax rates matching the ones you charge. Required whenever taxes are enabled for your location. If an invoice item’s rate matches none of them, that invoice won’t sync.
  • Account for invoice payment sync — select the Xero clearing account to sync invoice payments to. Without it, invoices sync but payments don’t.
  • Accounts for invoice item sync — select an account for every item type: Bookings, Event tickets, Shop products, Packages, Subscription items, Processing fee, and Custom. Missing even one stops invoices syncing, including item types you don’t sell.
In your Xero account:
  • The account you want for invoice payments needs Enable payments to this account checked, otherwise it won’t appear in the Spacebring dropdown.
  • The accounts you want for invoice items must be Revenue accounts, otherwise they won’t appear either.
  • Your Xero organization must be subscribed to the currency your invoices use.
  • Your Xero tax rates must match the ones you charge in Spacebring.
If a specific invoice fails rather than everything, the notification names the cause.
This happens if no Account is selected in your Spacebring Xero settings. While invoices sync automatically, invoice payments require you to select a clearing account in the Account dropdown. Also, ensure that this clearing account has Enable payments to this account enabled in Xero.